Secretary II - School Counseling Secretary Peet

Cedar Falls Community Schools•Cedar Falls, IA

5d•Onsite

About The Position

This position organizes and coordinates a wide variety of clerical and other office functions and activities related to the administration of Guidance programs and operations. The role prioritizes and schedules duties and assignments of the Counselors to assure efficiency and effectiveness and meet established timelines. Responsibilities include providing administrative assistance to Counselors, making schedules, and arranging appointments, meetings, and conferences. The position also coordinates and facilitates communications between District and site personnel, parents, students, school and community organizations, and the general public regarding Guidance functions. It involves communicating with various personnel to coordinate operations, resolve conflicts, and exchange information. The role assists Counselors with routine administrative matters, independently composing correspondence. Preparation and maintenance of statistical and narrative reports, including research, compilation, and organization of information, are key duties. Typing from notes, rough drafts, or verbal instructions is required for various written materials. The position oversees training and provides work direction to student assistants and others as assigned. It also provides customer service and information to students, parents, teachers, and site personnel, interpreting and explaining District policies and school procedures. Specific duties include working with SAM and Counselors to facilitate registration and guiding office staff in preparing for and carrying out annual student registration. The role also involves preparing accurate numbers on spreadsheets from Student Scheduling requests for staffing needs and Master Schedule development, collaborating with SAM, Counselors, and the Principal in developing staffing numbers and entering sections into Powerschool for conflict runs. Updating Powerschool student contact information and quarterly 504 reports are also required.

Requirements

Plan organize, coordinate and control Guidance group events and meetings.
Communicate effectively both orally and in writing.
Work cooperatively with others.
Establish and maintain cooperative and effective working relationships with others.
Prioritize and schedule work.
Train and provide work direction to others.
Analyze situations accurately and adopt an effective course of action.
Understand and work within the scope of authority.
Meet schedules and time lines.
Plan and organize work.
Use computer proficiently.
Complete work with ongoing interruptions.
Work independently with little direction.
Learn, interpret, apply and explain rules, regulations, policies and procedures.
Work confidentially and with discretion.

Responsibilities

Provide administrative assistance to the Counselors; make schedules and arrange appointments, meetings and conferences as needed.
Coordinate and facilitate communications between District and site personnel, parents, students, school and community organizations as well as the general public regarding Guidance functions.
Communicate with a variety of site and District personnel and Counselors to coordinate Guidance operations, resolve conflicts and issues and exchange information as appropriate.
Assist Counselors with routine administrative matters as appropriate; independently compose letters, memoranda and other materials.
Prepare and maintain statistical and narrative reports; research, compile and organize information.
Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, memoranda, calendars, records and reports.
Oversee training and provide work direction to student assistance and others as assigned.
Provide customer service and information to students, parents, teachers and site personnel; interpret, apply and explain District policies and school procedures and regulations.
Work with SAM and Counselors to facilitate registration and guide office staff in working together to prepare for, set up and carry out annual registration for all students.
Prepare accurate numbers on spreadsheet from Student Scheduling requests to be used to build staffing needs and Master Schedule.
Collaborate with SAM, Counselors and Principal in developing staffing numbers and entering sections into Powerschool for conflict runs as Master Schedule is developed.
Update Powerschool student contact information as needed.
Update quarterly 504 reports and distribute updated copies to staff each quarter.